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Scientific Illustrations 101 2007by H. Adam Steinberg

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Images into PowerPoint

You will learn the following:

Correct image file formats for PowerPoint talksHow to create PNG files from adobe Illustrator files

Notes• All portable and fixed projection units are based on a screen resolution of 72 dpi, therefore all image

files inserted into a PowerPoint slide should be 72 dpi, or double that amount (150 dpi). They should not be 300 or 600 dpi!

• The PNG file format works best.• PNG files should be 200% the final size you want, and then scaled to 50% in PowerPoint.• All sides in a PowerPoint Presentation are 7.5” high and 10” wide.• When making a slide one should leave space for a title and a comfortable margin for the eye to

rest in on all four sides. Therefore, 6” x 9”, or less, is generally the maximum area for images on PowerPoint slides.

PNG filesPNG-8Use PNG-8 files for grayscale images, gels, immunofluorescence, tissue samples and EMs. In general, images with limited amounts of color and gradients.

PNG-24Use PNG-24 files for complex colored images, files with large color ranges, color photographs, a person's face, etc.

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Creating PNG files1. Open a PowerPoint presentation and create a new slide. Draw a box to the approximate size and shape

you want your inserted image to be.

2. Double click on the box and the Format Shape dialog box will open. Click on the size tab. Note the size of the box: Height and Width (if your box is not 4" x 4" please change it now...).

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3. Open an image in Illustrator. Use sample 2.pdf - page 2 from the previous PDF exercise.4. Using the white arrow tool click and drag a selection box over “section D”. NOTE: Exactly as it is shown in the example below!!!

5. Copy and paste the image into a new file by choosing Edit Copy. File New. Edit Paste.

6. Your image should look something like the example above. Delete the extra lines around the figure and also the letter D and E by clicking on them with the white arrow tool. First click on the white space around the figure to deselect everything, then click on a line or a letter and hit the delete key. If you are deleting a line you need to hit the delete key twice, once to delete the line and once to delete the endpoints of the line.

You may have created stray points making the above deletions. Stray points are the endpoints of lines or text anchors that do not contain text. Zoom out to full screen by choosing View Actual Size. Choose Select–All. Notice if there are any blue highlighted dots around the figure. If there are you must choose Select–Object–Stray Points and then hit the delete key.

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7. From the Select menu choose All.8. From the Window menu choose Transform and the Transform palette will open (remember, if the

transform palette is already open it will have a check mark next to it's name in the menu). Make sure the "Constrain Width and Height Proportions marker" is on.

9. Click on the little black triangle in the upper right of the transform palette and from the fly out menu choose "Scale Strokes and Effects".

10. The Transform palette allows one to move and resize images in Adobe Illustrator. In the “W:” box type twice the width, or in the “H:” box type twice the height you noted for the size of the box you drew in PowerPoint and then hit the return or enter key.

The default ruler units for Adobe Illustrator is Picas (p) and Points (pt), a standard unit of measure in the publishing world... You can change the ruler units to a more familiar standard (inches) or metric (centimeters) in the Preferences, Units & Display Performance. Or... you can just leave them as pts. and type the unit symbol in any of the dialog boxes, “in” for inches, “cm” for centimeters, “mm” for millimeters, “px” for pixels, etc. Illustrator is programmed to figure out what you mean!

11. Now that we have properly sized the image we need to get it into PowerPoint.

From the File menu choose Save for Web. The Save for Web dialog box will open.

The box I drew in PowerPoint was4” x 4” so I entered 8” in the W: field.

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12. Choose the Optimized tab in the upper left. Then configure the settings on the right to match this screenshot.

PNG-8 – Adaptive – Diffusion – Transparency (yes or no) – No Transparency Dither, Interlaced box unchecked – Colors: 256 – Dither 100% – Matte: if transparency is checked then choose

a matte color that is similar or identical to the background in your PowerPoint slide, if transparency is not checked choose white from the pull down menu – Amount is grayed out... Web Snap: 0%.

Note that Illustrator tells you how big your file is going to be before you save it, this allows you to choose different format options and see how the files size changes. For PowerPoint talks try to keep file sizes under 800K. Then click the save button and save the file to your desktop.

PNG-24 only has a transparency option and a Matte: option since you can have millions of colors with PNG-24 therefore you do not need color and dither settings.

13. Switch to PowerPoint. From the Insert menu choose Picture From file. Choose the file you just saved from Illustrator in the directory window that comes up.

14. Double click on the inserted image (not the blue box you drew) and the Format picture dialog box will open.

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15. Click on the Size tab at the top. Under the Scale section make sure the Lock aspect ratio box is checked and then type 50 in the Height or Width box. Then click OK or hit the return or enter key.

NOTE: We always want to pick 50%... not 48%, not 53% or any other percent!!! The reason we pick EXACTLY 50% is because the screen is 72 ppi (pixels/inch) and the file we just exported from Adobe Illustrator is 150 ppi. By choosing exactly 50% we are perfectly aligning the image pixels with the screen pixels. In a pinch it is fine to choose a percent slightly to one side or the other of 50% but the image quality will be slightly degraded. The further you deviate from 50% the more the image quality will degrade.

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16. Move the inserted picture over the blue box we drew earlier.

17. Click on the blue box and then hit the Delete key.

You now have a perfectly sized image on your slide. Add a title and choose Slide Show–View Show and look at your image on screen.